MODULE-2

HRP & Job Analysis

 Job Analysis
Definition:
Job Analysis can be described as the process involving formal &
detailed examination of the jobs, which involves the
identification of the required tasks, knowledge & the skills
necessary for performing them & the conditions under which
they should be performed.

Job Analysis can be written as:

Job Analysis = Job Description + Job Specification + Job

Performance Standards
 Job Analysis
Job Analysis Information:
The Job analysis provides the following information:
q Job Identification: Job Title, Job Code Number
q Characteristics of the Job: Job Location, Physical setting,
supervision levels required, union jurisdiction, hazards associated etc.
q Job Duties (Principal activities): a detailed list of the duties
along with the probable frequency of occurrence of each duty.
q Equipments & materials used:
q How a Job is done: Focus lies mainly on the nature of
operations associated with the job.
Q Required Personnel attributes: Experience levels, trainings
undertaken, apprenticeships, physical strength, coordination levels,
mental capabilities, social skills, communication skills etc
q Job Relationships: Opportunities for advancement, working
conditions, essential cooperation etc.
 Job Analysis
Uses of Job Analysis:

q Human Resource Planning (HRP): Job analysis helps in forecasting

HR requirements in terms of knowledge & skills. By showing lateral &
vertical relationships between jobs, it facilitates the formulation of a
systematic promotion & transfer policy.
q Recruitment: It is used to find out how & when to hire people for
future job openings. An understanding of the skills needed & the
positions that are vacant in the future helps managers to plan & hire
people in a systematic way.
q Selection: Without a proper understanding of what is to be done on
a job, it is not possible to select a right person for the right job.
q Placement & Orientation: Job Analysis helps to determine to
effectively identify the right person for the right job. Similarly, it also
helps in the implementation of effective job orientation by enabling a
proper understanding of the needs of each concerned job.
 Uses of Job Analysis (Contd.)

q Training: If there is any confusion about what the job is & what is
supposed to be done, proper training efforts cant be initiated.
q Counseling: Managers can properly counsel employees about their
careers when they understand the different jobs in the organization.
q Employee safety: A thorough job analysis reveals unsafe
conditions associated with a job & thereby helps to reduce risks &
associated with jobs at the workplace.
q Performance Appraisal: By comparing what an employee is
supposed to be doing (based on Job analysis) to what the individual
has actually done, the worth of that person can be assessed.
q Job Design & Redesign: Once the jobs are understood properly,
it is easy to locate weak spots & undertake remedial steps.
q Job Evaluation: Job Analysis helps in finding the relative worth
of a job, based on criteria such as degree of difficulty, type of work
done, skills & knowledge needed etc.
 Job Analysis
Benefits of Job Analysis:

q It serves as a basis for clarifying job expectations with

workers
q It facilitates worker performance since there is specific
information about job tasks & competencies necessary for
assessing the outcomes.
q It serves as an information base for assessing the staffing
process.
q It serves as a tool for monitoring the relationship between
the work performed by staff & the goals & objectives of
organization.
q Job analysis could be effectively used so as to identify the
training needs of workers.
 Job Analysis
Process of Job Analysis:
The major steps involved in Job Analysis are as follows:
q Organizational Analysis
q Selection of representative positions to be analyzed
q Collection of Job Analysis Data
q Preparation of Job Descriptions
q Preparation of Job Specifications
Job Analysis

Job Description
&
Job
Specification

Recruitment
& Performance Job Evaluation Training
Selection Appraisal Wage & Salary Requirements
Decisions Decisions
 Methods of Job Analysis:
Job Analysis Methods

Observation Interview Functional Job Questionnaire Checklist or

Method: Method Analysis Method Job-Inventories
Method

a.Observation Method: Three methods of Job Analysis are based on

observation. These are: Direct Observation; Work Method Analysis, including
time & motion studies & micro-motion analysis; and critical incident method.
b. Interview Method: It involves discussions between job analysts & job
occupants or experts.
c. Dairy Method: It requires the job holders to record in details their activities
on a daily basis.
d.Technical Conference Method: In this method, services of the supervisors
who possess extensive knowledge about a job are used with the help of a
conference of the supervisors.
 Methods of Job Analysis (Contd.):

e. Functional Job Analysis (FJA): It is a method that uses precise

terminology & a structured job analysis “schedule” to record information
regarding the job content. It is especially useful to the recruiting & selection
functions.
f. Questionnaire Method: These can be filled out by the employees on an
individual basis or by job analysts for a group of employees.
g. Job inventories or Checklists: These are structured questionnaires that
require a respondent to check or rate behavior &/or worker character
necessary to a particular job or occupation. Job inventories can either be
Task/Job Oriented or Qualifications/Worker oriented.
h. Job Performance Method: in this method the job analyst actually
performs the job in question & thus receives 1st hand experiences of
contextual factors on the job including physical hazards, social demands,
emotional pressures mental requirements.
 Job Evaluation
• Job evaluation is the systematic process of determining the
relative value of different jobs in an organization.
• The goal of job evaluation is to compare jobs with each other in
order to create a pay structure that is fair, equitable, and
consistent for everyone.
• This ensures that everyone is paid their worth and that different
jobs have different entry and performance requirements.
• Job evaluations are developed by HR, often together with
workers unions and other social partners and commercial
consultancy companies.
Each of these methods has its own advantages and disadvantages. The qualitative
methods are usually faster while the quantitative methods are more objective and take
into account required skills and responsibilities. The best approach is always a
combination of methods. We will give a brief explanation of each of the methods.
Job Evaluation process
 HUMAN RESOURCE PLANNING
• The term ‘resource’ or ‘human resource’ signifies potentials, abilities,
capacities, and skills, which can be developed through continuous
interaction in an organizational setting.

• According to Leon C. Megginson human resource planning is “an

integrated approach to performing the planning aspects of the personnel
function in order to have a sufficient supply of adequately developed and
motivated people to perform the duties and tasks required to meet
organisational objectives and satisfy the individual needs and goals of
organisational members.”
HRP-Human Resource planning
Career planning
 SOURCES OF
RECRUITMENT
SELECTION PROCESS